Macy's BR100 PUR 29thAug2012 Gm

XXX BR100 Document

BR.100

CONFIGURATION SET UP FOR:

Procure to Pay

Module: PO

Author: Krishna Palepu

Issued Date: 29th August 2012

Document Ref: Draft – Before CRP

Version: Draft - Preparation

Approvals:

TT

XXX BR100 Document

Document Control

Change Record

Date Author Version Change Reference

1.0 Document Created2.0 Updated first sert of setups

Reviewers

Name Position

Tom Roberts VP ProcurementGabriele Miranda-laub Deloitte

Distribution

Copy No. Name Location

1

234

Note To Holders:

If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

XXX BR100 Document

Contents

DOCUMENT CONTROL..............................................................................................................................................................................2CONTENTS................................................................................................................................................................................................3APPLICATION SETUP STEPS:.....................................................................................................................................................................5

CHAPTER 1: GLOBAL SETUPS...........................................................................................................................................................8

PO: DEFINE PROFILES-SYSTEM...............................................................................................................................................................9PO: DEFINE VALUE SETS......................................................................................................................................................................18PO: DEFINE FLEXFIELD SEGMENTS......................................................................................................................................................19PO: DEFINE FLEXFIELD SEGMENT VALUES..........................................................................................................................................20PO: CATEGORY CODES.........................................................................................................................................................................22PO: DEFINE CATEGORY SETS...............................................................................................................................................................23PO: DEFAULT CATEGORY SETS............................................................................................................................................................24PO: DEFINE LINE TYPES.......................................................................................................................................................................25PO: DEFINE PURCHASING LOOKUPS.....................................................................................................................................................26PO: DEFINE INSPECTION CODES...........................................................................................................................................................36PO: DEFINE HAZARD CLASSES.............................................................................................................................................................37PO: DEFINE UN NUMBER.....................................................................................................................................................................38PO: DEFINE FREIGHT CARRIERS...........................................................................................................................................................39PO: DEFINE BUYERS.............................................................................................................................................................................40PO: DEFINE STANDARD ATTACHMENTS...............................................................................................................................................41PO: DEFINE LOCATION ASSOCIATIONS.................................................................................................................................................43PO: ALERT NOTIFICATION....................................................................................................................................................................44PO: DEFINE TRANSACTION REASONS...................................................................................................................................................47PO: DEFINE SOURCING RULE...............................................................................................................................................................48PO: ASSIGN SOURCING RULE...............................................................................................................................................................49PO: DEFINE ITEM RELATIONSHIPS........................................................................................................................................................50PO: RUN COMMON CONCURRENT REQUESTS.......................................................................................................................................51PO: CONFIGURE USER INTERFACE USING OA PERSONALIZATION FRAMEWORK..................................................................................53PO: DEFINE DESCRIPTIVE FEXFIELD SEGMENTS..................................................................................................................................54PO: DEFINE FINANCIAL OPTIONS.........................................................................................................................................................55PO: DEFINE PURCHASING OPTIONS......................................................................................................................................................57PO: DEFINE APPROVAL GROUPS..........................................................................................................................................................59

XXX BR100 Document

PO: ASSIGN APPROVAL GROUP............................................................................................................................................................60PO: DEFINE DOCUMENT TYPES............................................................................................................................................................61PO: DEFINE DOCUMENT STYLES..........................................................................................................................................................63PO: EXPENSE ACCOUNT RULE..............................................................................................................................................................67PO: ACCRUAL ACCOUNTS....................................................................................................................................................................68OPEN AND CLOSED ISSUES FOR THIS DELIVERABLE..............................................................................................................................71

Open Issues............................................................................................................................................................................................................................. 71Closed Issues........................................................................................................................................................................................................................... 71

XXX BR100 Document

Application Setup Steps:

1. Fill out the Setup Level as Global (across OUs) or Local (Within OU)

Process Set Up StepSetup Level (i.e. Global or Local)

Comments

Purchasing : Profile Options

PO: Define Profiles System

Global

Purchasing: Flexfield Setup

PO: Define Value SetsGlobal


PO: Define Flexfield Segments

Global


PO: Define Flexfield Segment Values

Global


PO: Define Unit Of Measure

Global

Purchasing: Category Setup

PO: Define Category Codes

Global


PO: Define Category SetsGlobal


PO: Define Default Category Sets

Global

Purchasing: Approval PO: Define Approval Local

Procure to Pay Page 5 of 69 4/11/2023 2:58 PM

XXX BR100 Document


Comments

Setup Groups

Purchasing: Approval Setup

PO: Assign Approval Group

Local

Purchasing Document Controls

PO: Define Document Types

Local


PO: Define Line TypesGlobal


PO: Define Document Styles

Local

Purchasing Items Setup PO: Define Item Relationships

Local

Purchasing Lookups Setup PO: Define Purchasing Lookups

Global

System Options Setup PO: Define Financial Options

Local

System Options Setup PO: Define Purchasing Options Local

Lookups, Classes, Buyers Setup

PO: Define Inspection Codes

Global


PO: Define Hazard Classes

Global

Lookups, Classes, Buyers PO: Define UN NumbersGlobal


XXX BR100 Document


Comments

Setup


PO: Define Freight Carriers

Global

Lookups, Classes, Buyers PO: Define Buyers Global

Purchasing Accounting Setups

PO: Expense Account RuleGlobal

Standard Notes Setup PO: Define Standard Attachments

Global

References, Associations Setup

PO: Define Location Associations

Global

Credit Card Setups PO: Credit Card Code Set Local

Credit Card Setups PO: Credit Card Profile Local

Credit Card Setups PO: Credit Card Programs

Local

Purchasing Transactions Setups

PO: Transaction ReasonsGlobal

Purchasing Sourcing Setups

PO: Define Approved Supplier List

Local

Purchasing Concurrent

Requests

PO: Run Common Concurrent Requests Global


XXX BR100 Document

Chapter 1: Global Setups


XXX BR100 Document

PO: Define Profiles-System

System Administrator>Profile>SystemForm Name: System Profile Values

Description: The system administrator sets and updates profile values to define controls and defaults in each module. Profile options can be set at Site, Application, Responsibility and User level. The navigation path for setting System Profile Options is accessed through the System Administration responsibility. A user can set values only for himself/herself.

Profile Option

System Administrator Requirements Description

User Resp App SiteValue

set atRequired?

Default Value

Value

PO: Allow Requisition Approval Forward Action

View Only

View Only

View Only

Update Site Yes Yes Yes indicates that the Forward and the Approve and Forward actions are active in a requisition approval notification.

PO: Archive Catalog on Approval Update Update Update Update Site Yes Indicates whether Purchasing archives blanket purchase agreements in a price/sales catalog submission upon approval.

PO: AutoCreate GL Date Option Update Update Update Update Site Yes AutoCreate Date

Indicates the date used on purchase orders generated by AutoCreate. AutoCreate Date/Requisition GL Date

PO: Convert Requisition UOM to Source Document UOM

View Only

Update Update Update Site Yes Yes Indicates if UOM on the requisition must match the UOM on the blanket purchase agreement for autocreate.


XXX BR100 Document

Profile Option


PO: Default PO Promise Date from Need By Date

Update Update Update Update Yes Indicates if the promise date is defaulted from the requisition need-by date when a purchase order or release is automatically created.

PO: Use Need-by Date for Default Autocreate grouping

Update Update Update Update <Null> Indicates if the need-by date on the requisition is included with the defaults to group requisition lines.

PO: Use Requisition Line Numbers on Autocreated Purchase Order Lines

Update Update Update Update No Indicates if the requisition line numbers are used on auto-created purchase order lines

PO: Use Ship-to for Default Autocreate grouping

View Only

Update Update Update Yes Indicates if the ship-to organization and location on the requisition is included with the defaults to group requisition lines.

PO: Warn if RFQ Required before Autocreate

Update Update Update Update Site No Indicates whether user is given a warning message if one or more of the requisition lines selected for inclusion requires an RFQ and has not been placed on an RFQ.

PO: Allow Autocreation of Oracle Sourcing Documents

View Only

View Only

View Only

Update No Indicates if the buyer can create Oracle Sourcing documents from the AutoCreate window.

PO: Allow Buyer Override in AutoCreate Find

Update Update Update Update Yes Indicates if the suggested buyer defaulted into the Find Requisition Lines window can be cleared or overridden.

PO: Allow Category Override in AutoCreate Find

Update Update Update Update Yes Indicates whether the category defaulted into the Find Requisition Lines window can be cleared or overridden.


XXX BR100 Document

Profile Option


PO: Restrict Requisition line modify to quantity split

View Only

Update Update Update No Indicates whether Purchasing restricts requisition line modification in AutoCreate to only splitting the quantity of a line.

PO: Display the Autocreated Document

Update Update Update Update Yes Indicates whether Purchasing should automatically display the AutoCreatedpurchase order.

PO: Display the Autocreated Quotation

Update Update Update Update Yes Indicates whether Purchasing should automatically display the AutoCreatedQuotation.

PO: Automatic DocumentSourcing

No access

No access

Update Update Yes Yes - Oracle Purchasing automatically defaults source document and pricing information for an item from the most recently created purchase agreement or quotation. No - The source document information comes from the Approved Supplier List window.

PO: Price Tolerance (%) for Catalog Updates

Update Update Update Update <NULL> It specifies the maximum percentage increase allowed to an item's price when supplier sends updated price/sales catalog information through the Purchasing Documents Open Interface.

PO: Approval Timeout Value

No access

No access

No access

Update <NULL> Indicates Approval Timeout to wait for the Doc Manager to return. Value is in seconds.


XXX BR100 Document

Profile Option


PO: Cache Time To Live No access

No access

No access

Update <NULL> Specifies the duration that data is cached in memory. A value of 0 disables caching. Value is in minutes.

PO: Contracts Enabled No access

No access

No access

Update No Yes indicates that Oracle Procurement Contracts is installed, implemented, and active in Oracle Purchasing.

PO: Enable Services Procurement

Update Update Update Update No Yes indicates that Services Procurement is installed, implemented, and active in Oracle Purchasing.

PO: MFG Organization ID No access

No access

No access

No access

<NULL> Latin America Localization: Indicates Inventory Organization used for Ledger.

PO: Workflow Processing Mode

No access

No access

No access

No access

Background

Online: Completes an entire approval workflow process before letting user proceed to the next activity, but provides with an updated Status (for purchase orders) as soon as it finishes.Background: Enables user to proceed to the next activity while the approval process completes in the background.


XXX BR100 Document

Profile Option


RCV: Processing Mode Update Update Update Update Immediate Batch: The transaction goes to the interface table, where it will be picked up the next time the Receiving Transaction Processor runs.Immediate: The transaction goes to the interface table, and the Receiving Transaction Processor is called for the group of transactions that you entered since last save.On-line: The Receiving Transaction Processor is called directly.

PO: Default Requisition Grouping

Update Update Update Update Default Default - combine lines from multiple requisitions to create a single line if possible.Requisition - create a separate line for each requisition line.

PO: Document Builder Default Document Type

Update Update Update Update New PO It specifies the default target document type that is defaulted into the document builder region within the demand workbench. Values are: Add to PO, New Auction, New PO, New RFQ.


XXX BR100 Document

Profile Option


PO: Allow Auto-generate Sourcing Rules

View Only

View Only

View Only

Update None Create Only indicates whether the buyer can create new sourcing rules, sourcing assignments, and approved supplier list entries while approving a blanket purchase agreement. Create and Update enables the buyer to update sourcing rules and assignments as well as create new sourcing rules.

PO: Allow Rate Override for User Rate Type

Update Update Update Update Yes Indicates whether the Rate in the Currency tabbed region of the Receipts window can be changed.

PO: Allow Retroactive Pricing of POs

View Only

Update Update Update Never Used to determine if blanket releases and standard purchase orders can be mass updated with retroactive price change(s) entered on their corresponding blanket agreement.

PO: Change Supplier Site View Only

Update Update Update <NULL> Indicates whether users can change the supplier site on approved purchase orders.

PO: Enable Direct Delivery to Shop Floor

Update Update Update Update No If Enterprise Asset Management has been implemented and this profile is set to Yes, Outside Services items can be delivered directly to the shop floor.

PO: Legal Requisition Type

View Only

Update Update Update Both Indicates whether users can enter internal requisitions, purchase requisitions, or both types.


XXX BR100 Document

Profile Option


RCV: Allow routing override

Update Update Update Update No Indicates whether the destination type assigned during requisition or purchase order entry can be overridden at receipt time.

PO: Notification Lines Display Limit

Update Update Update Update <NULL> Indicates the number of purchase order or release lines to be displayed in approval notifications. Oracle recommends a maximum of 30 lines.

PO: cXML From Domain View Only

View Only

View Only

Update <NULL> Indicates buyer's domain.

PO: cXML From Identity View Only

View Only

View Only

Update <NULL> Indicates buyer's identity on the cXML From Domain.

PO: Fax Output Directory for the PO Document

No access

No access

No access

No access

<NULL> The operating system directory name where the document publisher will store the generated purchase order PDF file for faxing.

PO: Generate Amendment Documents

Update Update Update Update No Oracle Procurement Contracts: Yes displays the amendments made to the contract terms and conditions in a separate section in the purchase order PDF.

PO: In File Path View only

Update No Access

Update /usr/tmp For e-mailed purchase orders this indicates the absolute path of the directory where the optional terms and conditions file is stored. This directory must also be specified in theUTL_FILE parameter in the INIT.ORA file.


XXX BR100 Document

Profile Option


PO: Terms and Conditions File Name

No Access

No Access

No Access

No Access

<NULL> Identifies the name of the optional terms and conditions file. This text file needs to be placed in one of the directories specified in theUTL_FILE parameter in the INIT.ORA file and the file path indicated by the profile PO: In File Path.

PO: Secondary E-mail Address

No Access

No Access

No Access

No Access

<NULL> E-mail address to send a copy of the e-mail PO to someone in the organization. If it is necessary to resend the e-mail, one could log into this secondary e-mail account and resend it from there.

PO: Check Open Periods Update Update Update Update <NULL> Indicates that the need by date and the promise by date must be in an openPurchasing period when entering purchase orders.

PO: Default Need-By Time Update Update Update Update <NULL> Indicates the time used to default for the entry of need-by date when a requisition, purchase order, or release is created.

PO: Use P-Cards in Purchasing

Update Update Update Update No Indicates if you use procurement card-corporate credit card-numbers on requisitions in Oracle iProcurement.

PO: Automatically Deliver Drop Ship ASNs

Update Update Update Update <NULL> Indicates if users want Oracle Purchasing to automatically perform a receipt and deliver action for drop ship ASNs.


XXX BR100 Document

Profile Option


RCV: Default Include Closed PO Option

Update Update Update Update No Indicates if a search in the Enter Receipts window and the Receiving Transactions window, automatically select the Include Closed POs checkbox.

RCV: Fail All ASN Lines if One Line Fails

No Access

Update Update Update No Yes - Can reject an entire Advance Shipment Notice (ASN) if any ASN line fails validation or processing. No - Accept an ASN if at least one ASN line is successful.

RCV: Print Receipt Traveler

Update Update Update Update <Null> Indicates whether Purchasing automatically prints the receipt traveler when performing a receipt or a receiving transaction, and when you match unordered receipts.

PO: Release During ReqImport

Update Update Update Update No Indicates whether Purchasing can automatically create releases during the Requisition Import process.

PO: ERS Aging Period No Access

Update Update Update 0 Indicates the number of days between the receipt date and the Payment on Receipt automatic invoice creation date.

PO: ERS Invoice Number Prefix

No Access

Update Update Update ERS- Prefix to use on invoices that are created automatically usingPayment on Receipt.

PO: Default Supplier Item Catalog Option

Update Update Update Update Negotiated Sources

Indicates the default source tabbed region in the supplier item catalog: Negotiated Sources, Prior Purchases, Sourcing Rules, or Requisition Templates.


XXX BR100 Document

Profile Option


PO: Item Cross Reference Warning

No Access

Update Update Update <NULL> Indicates the Item Cross Reference Type to use as a disposition warning message for requisitions.

PO: Communication Email Default

Update Update Update Update <NULL>


XXX BR100 Document

PO: Define Value Sets

Setup > Flexfields > Validation > SetsForm Name: Value Sets

Description: This form is used to define Value Sets. A value Set is a definition of the values approved for entry or display by a particular flexfield segment. Value sets may also contain a list of actual approval values. It allows user to control the values from a segment or report parameter.

Refer excel sheet below


XXX BR100 Document

PO: Define Flexfield Segments

Purchasing>Setup>Flexfields>Key>SegmentsForm Name: Key Flexfield Segments

Description: The Key Flexfield structure helps categorize information into segments as user records it. User can create a Key Flexfield structure by first defining segments. User should determine information needs to decide the number of segments needed.



XXX BR100 Document

PO: Define Flexfield Segment Values

Setup>Flexfields>Key>ValuesForm: Segment Values

Description: Use this window to define valid values for a Key or Descriptive Flexfield segment or a Report Parameter. The validation type or the format type defined in this window cannot be changed as it affects the existing value sets that are already defined. If a change has been done in the value set, then the User needs to exit or change the responsibility and log back in for the reflection of the change to take place. Segment Values

Value Set Y

Key Flexfield

Descriptive Flexfield

Concurrent Program

Name XXGIL_PUR_CATEGORY_ITEM_TYPE Purchasing Category Item type - Direct or Indirect

Dependent Value Set

Independent Value


XXX BR100 Document

Values, Effective (Tab)

Value Translated Value Description Enabled From To

DIRECT DIRECT Y

INDIRECT INDIRECT Y


XXX BR100 Document


XXX BR100 Document

PO: Define Units Of Measure

Setup>Purchasing>UOM Form Name: Units of Measure

Description: UOM classes, UOM, UOM conversion . This is done through the Purchasing Super User Responsibility.

We need a list here


XXX BR100 Document

PO: Category Codes

Setup>Items>Categories>Category CodesForm Name: Category Codes

Description: User can set the Category code from this form. This category codes are used to assign Items to Category sets. Based on User requirement Items must be assigned to this Category codes. In order to make a Category Code inactive, user needs to enter a Date on which the category gets Inactive, but User cannot assign Inactive date to a Category that is the default category for a mandatory category set. This is done through the Purchasing Super User Responsibility.

NOTE: Final List of cat codes – This is WIP – It will be created through conversion. List will be attached


XXX BR100 Document

PO: Define Category Sets

Setup>Items>Categories>Category SetsForm Name: Category SetsDescription: User can set unlimited number of categories and group subsets of categories into Category sets. This is done through the Purchasing Super User Responsibility. In order to make an Category Code inactive, user needs to enter a Date on which the category gets Inactive, but User cannot assign Inactive date to a Category that is the default category for a mandatory category set.

Note: Category sets may be used as a means to develop custom lists of items on which to report and sort.

Name Description Flex Structure Controlled At Default Category Allow Multiple Assignment

Enforce List of Valid Categories

Purchasing Purchasing Category Set PO Item Category Master Level MISC.MISC.MISC.MISC No Yes


XXX BR100 Document

PO: Default Category Sets

Setup>Items>Categories>Default Category SetsForm Name: Default Category Sets

Description: User needs to set the default Category sets for Purchasing when Oracle Inventory is installed. Default category set are required so that each functional area has atleast one category set that contains all items in that functional area User can enable an item for each functional area by using that functional area's item defining attribute. An item defining attribute identifies the nature of an item. This is done through the Purchasing Super User Responsibility.

Functional Area Category Set Description

PURCHASING Purchasing Purchasing Category Set


XXX BR100 Document

PO: Define Line Types

Purchasing>Setup>Purchasing>Line TypesForm Name: Line Types

Description: Use this form to define Line Types. Purchasing automatically displays the default information that user defines here for a line type. Line types can identify transactions involving goods, services, outside processing, or any line type user defines. If Work in Process is installed, Purchasing also provides user with an Outside Processing line type. They allow user to distinguish between quantity-based and amount-based transactions.

Field Reference:

Value Basis: Receiving transaction will be done for quantity or amount

Purchase Basis: Ordering will be done for items or services



XXX BR100 Document

PO: Define Purchasing Lookups

Setup>Purchasing>Lookup CodesForm Name: Purchasing Lookups

Description: Use the Lookup Codes window to define lookup codes in Purchasing. Purchasing uses lookup codes to define lists of values throughout the system. A lookup category is called a lookup type, and the allowable values for the lookup type are called lookup codes. User can add their own codes to those initially provided for some of the lookup types, depending on their Access Level but they cannot be deleted or updated. The only way to make a user defined code invalid is to make it Inactive.

Warning: User cannot change or delete codes once he has added and saved them, but can change the code descriptions and disable them.

ACCEPTANCE TYPE: PO acceptance by supplier. Purchasing provides Accepted Terms, On Schedule, and Unacceptable Changes.

Type ACCEPTANCE TYPE

Meaning Purchase order acceptance type

Application Purchasing

Description Purchase order acceptance type

Code

Meaning Description Tag Effective Dates: From

Effective Dates: To

Enabled

ACCEPT WITH Accepted Accepted Purchase Order, changes are 28-AUG-2002 Yes


XXX BR100 Document

Code

Meaning Description Tag Effective Dates: From

Effective Dates: To

Enabled

CHANGES with changes

present

ACCEPTED TERMS

Accepted All Terms

Accepted All Purchase Order Terms Yes

OPEN Open Open 28-AUG-2002 Yes

ON SCHEDULE On Schedule Purchase Order On Schedule Yes

UNACCEPTABLE CHANGES

Unacceptable Changes

Unacceptable Purchase Order Changes Yes

Freight Terms: Purchasing provides seeded Freight Terms codes, and users can define their own codes as well. This code is printed on purchase orders.

Type FREIGHT TERMS

Meaning Valid freight terms


Description Valid freight terms

Code Meaning Description Tag Effective Dates: From

Effective Dates: To

Enabled

AIR AIR Air Yes

ALLOWED Allowed Vendor reimburses buyer for freight Yes

DUE Due Buyer pays freight Yes

FEDERAL FEDERAL Federal Express Yes


XXX BR100 Document


Effective Dates: To

Enabled

EXPRESS EXPRESSFEDERAL OVERNIGHT

FEDERAL OVERNIGHT

Overnight Yes

PAID Paid Vendor pays freight Yes

PREPAID Prepaid Vendor pays freight and invoices buyer Yes

RLWY RLWY Railroad YesSHIP SHIP Ship Yes

TBD TBD To be determined Yes

Minority Groups: Minority Group codes are used to classify suppliers for reporting purposes. Purchasing provides no codes.

Type MINORITY GROUP

Meaning Minority Groups


Description Minority Groups


Effective Dates: To

Enabled

SBE Small Business Small Business 01-Jan-1951 Yes

SDB Small Disadvantaged Small Disadvantaged Business 01-Jan-1951 Yes


XXX BR100 Document


Effective Dates: To

Enabled

BusinessVOB Veteran Owned Business Veteran Owned Business 01-Jan-1951 Yes

SDV Service Disabled Veteran Business

Service Disabled Veteran Business

01-Jan-1951 Yes

WOB Woman Owned Business Woman Owned Business 01-Jan-1951 Yes

HUB HUB Zone Business HUB Zone Business 01-Jan-1951 Yes

Price Types: Type of price on purchasing documents to be printed on PO.

Type PRICE TYPE

Meaning Price Types


Description Price Types


Effective Dates: To

Enabled

FIXED Fixed Fixed Yes

COST PERCENT

Cost Plus Percentage

Cost Plus Percentage Yes

INDEXED Indexed Indexed Yes

NONE None No Price Type 13-JUL-2005 Yes

VARIABLE Variable Variable Yes

COST FEE Cost Plus Cost Plus Fee Yes


XXX BR100 Document


Effective Dates: To

Enabled

Fee

Vendor Types: These codes are used to classify suppliers for reporting purposes. Purchasing provides Employee, Supplier, and Public Sector Companies. It is also used to define tax recovery rules.

Will this be covered by AP or PO? We need a list

Type VENDOR TYPE

Meaning Valid supplier types


Description Valid supplier types


Effective Dates: To

Enabled

VENDORGeneral Supplier General Supplier Y

Quotation Approval Reasons: Buyer approving a quotation can select from the list. Purchasing provides Best Delivery, Best Design, Lowest Price, Only Source, Quality, and Service.


XXX BR100 Document

PO: Define Inspection Codes

Setup>Purchasing>Quality Inspection CodesForm Name: Quality Inspection Codes

Description: Use the Quality Inspection Codes window to define and update Inspection Codes. User can define as many codes for inspection as needed. Each code must have a corresponding numerical ranking, which provides an inspection scale. Inspection Codes are used when user receive and inspect items and currently Oracle Quality is not used.

Quality Inspection Codes

Ranking Quality Code Description End Date

10 Excellent Substantially exceeds quality standards

20 Above Average Exceeds quality standards

30 Average Meets quality standards

40 Below Average Below quality standards, but acceptable

90 Unacceptable Below quality standards, not acceptable

99 Reject & Notify Serious quality problem, contact supplier


XXX BR100 Document

PO: Define Hazard Classes

Setup>Purchasing>Hazard ClassesForm Name: Hazard Classes

Description: Use this window to define codes for different classes of hazardous materials. Purchasing automatically copies hazardous material information onto documents and prints this information on Purchase orders, RFQs, and Receipt Travelers. It also automatically displays hazardous material information for receivers. The setup for this process is at GLOBAL level.

This is not needed for Macy’s

Hazard Class Description End Date

1 Samples, explosive


XXX BR100 Document

PO: Define UN Number

Setup>Purchasing>UN NumbersForm Name: UN Numbers

Description: Use this window to define United Nations identification numbers for hazardous materials. Users can associate a hazard class with multiple identification numbers. The setup for this process is at GLOBAL level.

UN Numbers

UN Number Description Hazard Class End Date

This is not needed for Macy’s


XXX BR100 Document

PO: Define Freight Carriers

Setup > Purchasing > Freight CarriersForm Name: Freight Carriers

Description: Use this form to define the freight carriers that are needed for internal transfers between organizations, as well as shipments to and from customer.

NOTE: Does Macy’s have any


XXX BR100 Document

PO: Define Buyers

Setup>Personnel>BuyersForm Name: Buyers

Description: Use the Buyers window to define and maintain buyers. Using the Requisitions Window, buyers can review all requisitions. Only a buyer can manually enter or Auto Create purchasing documents. Employees and Locations need to be defined before this setup by the user.

Buyers

Buyer Category Ship-To Begin Date End Date


XXX BR100 Document

PO: Define Standard Attachments

Setup>AttachmentsForm Name: Documents

Description: Use this to provide attachments for your items. When user references an item on a purchasing document, Purchasing makes the corresponding item attachments available for review. Purchasing also prints the item attachment on purchase orders and RFQs if Supplier is chosen as the Usage when the attachment is created.

CategoryTo Supplier

TitleTerms & Conditions

Description

Source

Date TypeFile

File*.txt

Usage

StandardY

Template


XXX BR100 Document

Security

TypeNone

Owner

ShareY

Effective Dates

From

To

Text

TEXT


XXX BR100 Document

PO: Define Location Associations

Setup>Organizations>LocationsForm Name: Location

Description: Use this form to define Location associations. Inter-organization shipping network information describes relationships and accounting information that exists between shipping organizations that ship inventory to destination organizations.


XXX BR100 Document

PO: Alert Notification

Alert Manager> Alert>DefineForm Name: Alerts

Description: Use the Alert Manager responsibility to enable and setup the alert.

Alert is a customizable exception control application that:

o Notifies automatically when a user performs a specific form transactiono Notifies automatically when a specific database transaction occurso Provides key information on a periodic basiso Monitors critical activity in Purchasing databaseo Acts automatically according to specifications

Application APPLICATION

Name ALERT_NAME

Description DESCRIPTION

Enabled ENABLED_FLAG

Type ALERT_TYPE

Day DAY


XXX BR100 Document

Periodic (Tab)

Periodic Details

Frequency Start Time End Time Check Interval

FREQUENCY START_TIME END_TIME CHECK_INTERVAL

Event (Tab)Event Details

Application Table After Insert (B) After Update

APPLICATION TABLE AFTER_INSERT AFTER_UPDATE

Keep Days End Date Last Checked


XXX BR100 Document

Alert Detail>Installation

Oracle ID ORACLE_ID

Operating Units OPERATING_UNIT

Select Statement:

SQL_STATEMENT_TEXT

Action Details

To TO_RECIPIENTS

Subject SUBJECT

Message > Text:

MSG_BODY


XXX BR100 Document

PO: Define Transaction Reasons

Setup > Transaction Reasons Form Name: Inventory Transaction Reasons

Description: Use this form to define and update transaction reasons if required. A transaction reason is a standard means of classifying or explaining the reason for a transaction.


XXX BR100 Document

PO: Define Sourcing Rule

Supply Base > Sourcing Rules Form Name: Sourcing Rules

Description: Use this form to define replenishment Sourcing Rules for ALL or one organization at a time. They are used to source an item/service that needs to be replenished first.

SR Name Description Receiving Org or ALL Orgs

Effectivity Dates of Rule

Sourcing Rule Type

Trans from Org

Supplier/Site Allocation %

Rank Shipping Method

In transit Lead-time


XXX BR100 Document

PO: Assign Sourcing Rule

Supply Base > Assign Sourcing Rules Form Name: Sourcing Rule / BOD Assignments

Description: Use this form to assign Bills of Distribution and/or Sourcing Rules to Items in Orgs. This can be done via a hierarchy which can assign rules globally (for example; all items in all orgs are sourced from the same), or very specifically for an item in an Org. Once this is done the system profile “MRP: Default Sourcing Assignment Set” can be updated.

Assignment Set Name Description Assigned to Instance/Org

Customer / Site

Item or Category

Type: SR or BOD?

SR or BOD Name


XXX BR100 Document

PO: Define Item Relationships

Items>Item RelationshipsForm Name: Item RelationshipsDescription: Use this form to define substitute items for receiving. This feature allows you to search for items by item relationship. With the exception of Oracle Purchasing, Item Relationships are used for inquiry and reporting purposes only. In purchasing, receiving transaction can be done for an item which has been defined as substitute of the item on PO Line.

From Item To Item Type Reciprocal Planning Enabled Effective Dates

From

Effective Dates

To


XXX BR100 Document

PO: Run Common Concurrent Requests

Description: The following concurrent programs need to be submitted for system to perform various workflow/notification activities.

Send Notifications for Purchasing Documents

Navigation : N > Requests > (B) Submit a New Request

Description: This request looks for documents that are incomplete, rejected, or in need of re-approval, and sends notifications to the appropriate people of the document’s status. Choose a single request, find the Send Notifications for Purchasing Documents request and click on the Schedule button. Choose Periodically if you want it to run periodically. Click OK, and Submit when you are ready to run it.

Purchasing Database Administrator


Description: This request purges obsolete records in the interface tables and other temporary tables, which improves system performance. It only needs to be run once, since auto-submit re-runs it daily. Choose a single request, find the Purchasing Database Administrator request. Click Submit when you are ready to run it.

Workflow Background Process


Description: This request runs the Workflow process in the background at a specific frequency that you determine. It only needs to be run if the Workflow Processing Mode Profile Option is set to Background. VISA has the Workflow Processing Mode Profile Option set to On-line so that approvals are processed immediately. Workflow only needs to be run in the background if the volume of transactions running through it is causing performance issues.


XXX BR100 Document

Notification Mailer


Description: This request emails notifications to the approver. It only needs to be run once, and only needs to be submitted if the email functionality is required.


XXX BR100 Document

PO: Configure User Interface using OA Personalization Framework

Purchasing Super User> Buyer Work Center > OrdersForm Name: Note: User can use the Oracle Applications Personalization Framework to personalize the display of Oracle Buyer Work Center pages. The updates available using the Oracle Applications Personalization Framework allows user to change the application display without affecting the ability to upgrade to future versions of the application. Basic functionality of Personalization framework shall be used to hide / display / making the data entry mandatory for a few columns. With Personalization turned on for the user (use the super user setup for this purpose), go to the page specified and navigate to the relevant attribute using the path specified. User may need to change the Complete View and Expand All items to find the correct link.

Orders: Header

Field Name Value (Site Level)

FIELD

REGION

NAVIGATION

PERSONALIZATION PROPERTIES

LEVEL

RENDERED

Order: Lines

Field Name Value (Site Level)

FIELD

REGION

NAVIGATION

PERSONALIZATION PROPERTIES

LEVEL

RENDERED


XXX BR100 Document

PO: Define Descriptive Fexfield Segments

Purchasing>Setup>Flexfields>Descriptive>SegmentsForm Name: Descriptive Flexfield SegmentsDescription: The Descriptive flexfields lets add additional fields to the form in order to track additional information needed by the business that would not be captured by the standard form.


XXX BR100 Document

PO: Define Financial Options

Setup>Organizations>Financial OptionsForm Name: Financial Options

Description: Use this form to define the options and defaults that are used throughout Oracle Applications. Values entered in this form are shared by Oracle Payables and Oracle Purchasing. Users can define defaults in this form to simplify supplier entry, requisition entry, purchase order entry, invoice entry, and automatic payments.

AccountingFuture Periods 3

Liability101.1010001.0000.210101.000.000000.000000

Prepayment101.1010001.0000.110317.000.000000.000000

Bills Payable

Discount Taken 101.1010001.0000.210101.000.000000.000000

PO Rate Variance GainPO Rate Variance LossExpense ClearingMiscellaneous

Retainage 101.1010001.3111.740004.000.000000.000000

Supplier - PurchasingRFQ Only Site No

Ship to Location DCORS US Headquarters

Bill to Location DCORS US Headquarters

Inventory Organization COR - US DCORS COR IOShip Via


XXX BR100 Document

FOBFreight Terms

EncumbranceUse Requisition Encumbrance Yes

Reserve at Completion Yes

Use PO Encumbrance Yes

TaxVAT Registration: Member StateVAT Registration: VAT Registration Number

Human ResourcesBusiness Group DCORS US Business Group

Expense Reimbursement Address Home

Use Approval Hierarchies Yes

Employee Number: Method Automatic

Employee Number: Next Automatic Number

40


XXX BR100 Document

PO: Define Purchasing Options

Setup>Organizations>Purchasing OptionsForm Name: Purchasing Options

Description: Use this form to define Purchasing Options. Values entered in this form are defaulted and controlled for functions throughout Purchasing. This form takes care of controlling documents, defaulting values on a document, document numbering and Receipt accounting.

Document ControlPrice Tolerance (%) Enforce Price Tolerance (%) NoPrice Tolerance Amount (USD) Enforce Price Tolerance Amount NoEnforce Full Lot Quantity Advisory Display Disposition Messages NoReceipt Close Point Received Notify if Blanket PO exists YesCancel Requisitions Optionally Allow Item Description Update YesSBI Buying Company Identifier Enforce Buyer Name YesOutput Format PDF Enforce Supplier Hold YesMaximum Attachment Size (in MB) 5 Gapless Invoice Numbering NoEmail Attachment Filename Attachments.zip RFQ Required No

Document DefaultsRequisition Import Group-By Item Line Type GoodsInternal Requisition Order Type Rate Type CorporateInternal Requisition Order Source Match Approval Level 3-WayReceipt Close Tolerance (%) Price Break Type CumulativeInvoice Close Tolerance (%) Price Type NoneQuote Warning Delay 30 Minimum Release Amount (USD) 1Acceptance Required Flag

Receipt Accounting


XXX BR100 Document

Accrue Expense Items Period End Automatic Offset Method None

Accrue Inventory Items At ReceiptExpense AP Accrual Account

101.1010001.0000.223501.000.000000.000000

Document NumberingDocument Entry Type Next NumberInternal Requisition Order Type Automatic AlphanumericInternal Requisition Order Source Automatic AlphanumericReceipt Close Tolerance (%) Automatic AlphanumericInvoice Close Tolerance (%) Automatic Alphanumeric


XXX BR100 Document

PO: Define Approval Groups

Setup > Approvals > Approval Groups Form Name: Approval Groups

Description: An approval group is a set of authorization rules comprised of include/exclude and amount limit criteria for the following Object Types: Document Total, Account Range, Item Range, Item Category Range, and Location. Once an approval group has been defined, it can be used to assign approval functions to jobs or positions in the Approval Assignments window for each document type. An approval group that is used in an active assignment cannot be deleted. Users can enable or disable the entire approval group or enter inactive dates for individual approval rules.

Approval Group

Operating Unit

Name

Description

Enabled

Approval Rules

Object Type Amount Limit Low Value High Value Inactive Date


XXX BR100 Document

PO: Assign Approval Group

Setup>Approvals>Approval AssignmentsForm Name: Assign Approval Groups

Description: Use the Approval Assignments window to assign approval groups and approval functions to positions or jobs and document type including: Purchase Requisition, Internal Requisition, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Agreement, Contract Purchase Agreement, Scheduled Release, and Blanket Release. An employee will be able to approve a purchasing document only when the relevant approval group is assigned to their job. Approval group assignment does not affect the routing of the document; it just defines if the employee will be able to approve it once it has reached him/her.

Approval Group

Operating Unit <OU Name>

Position <NULL> Organization

Job

Approval Assignments

Document Type Approval Group Effective From: Effective To:


XXX BR100 Document

PO: Define Document Types

Setup>Purchasing>Document Types

Form Name: Document Types

Description: Document Types window is used to define access, security, and control specifications for all Purchasing documents. User cannot enter new document types but if a new document type needs to be defined then it can be entered as a subtype only for RFQ’s and Quotations.

Field Reference:

Document Name: XXX name for this document

Document Type Layout: Style-sheet/template for this document type

Contract Terms Layout: Contract terms layout template if Oracle Procurement Contracts is implemented

Owner Can Approve: Can the user who is creating the document approve the same if it is within his/her limits?

Approver Can Modify: Can the user who is approving the document make changes to the document?

Can Change Forward-To: Can the user submitting the document for approval select the name of person the document should be routed to for approval?

Can Change Forward-From: Can the approver change the name of user he has received the document from.

Security Level: Apart from owner of the document who else can open the document (Public/Purchasing/Hierarchy/Private)


XXX BR100 Document

Access Level: The users who can access the document can do what on the document (View only/modify/full)

Forward Method: Should the document be routed directly to the person having necessary limits in hierarchy (skipping the immediate next level) or it should be routed to immediate next level.


XXX BR100 Document

PO: Define Document Styles

Purchasing>Setup>Purchasing> Document StylesForm Name: Document Styles

Description: Use the Document Styles window to create and update purchase order styles. Purchase order document styles allows user to control the look and feel of the application to match the usage of the purchasing document. Through reusable document styles, user can turn on or off various Oracle Purchasing features, thereby simplifying the interface. In addition, document styles provide the ability to define purchasing document names that align more closely with the naming conventions of organization's business.

Name

Description

Status

Document Type (Region)

Enable Type Display Name

Commodities (Region)

Purchase Basis Goods

Services


XXX BR100 Document

Temp Labor

Line Types

Complex Payments (Region)

Advances

Retainage

Progress Payments


XXX BR100 Document

PO: Define Approved Supplier List

Supply Base > Approved Supplier List Form Name: Approved Supplier List

Description: Use this form to link items with purchase agreements/quotations. In order for workflow to automatically create a release against a blanket for an approved requisition – the supplier must be set up in the approved supplier list with the item and blanket referenced.

Type

Commodity

Item

Key Attributes (Tab)

Business Supplier Site Operating Unit Status Disabled

Record Details (Tab)

Type Item


XXX BR100 Document

Comments (Tab)

Comments

Attributes (Button)

Purchasing UOM

Release Method

Price Update Tolerance %

Source Documents (Tab)

Seq Type Number Line


XXX BR100 Document

PO: Expense Account Rule

Setup>Financials>Accounting>Expense Account RulesForm Name: Expense Account Rules

Description: When determining the default charge account, the account generator may reference the charge account defined on the employee record. Expense Charge Account Rules allow overriding one or multiple segments of that default account based on the item category.

Account Rule Type Account Rule Value Segment Name Segment Value


XXX BR100 Document

PO: Accrual Accounts

Accounting>Accrual Write Offs>Select Accrual AccountsForm Name: Select Accrual Accounts

Description: Use this window to select the accounts to be evaluated by the Accrual Load program to select transactions for possible write off.


XXX BR100 Document


XXX BR100 Document


XXX BR100 Document

Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date
